If you’re using a Teya card machine and want to know more about the Pre-authorisation feature, you're in the right place. Below, we’ll walk you through what it is, how it works, and which types of businesses can use it.
What is Pre-Authorisation?
Pre-authorisation allows you to temporarily hold a specific amount of funds on a customer’s payment card. This amount is not charged immediately—it’s reserved and can be either:
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Captured later (to complete the payment),
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Voided (if the transaction is cancelled), or
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Automatically released when the hold expires.
This feature helps you ensure that your customer’s card is valid and has sufficient balance before delivering a service or product.
Please note: Pre-authorisation is currently available only through the card machine.
Who Can Use Pre-Authorisation?
Currently, Pre-authorisation is available to Teya customers operating in the following industries:
- Hotels - Hold funds in advance to cover potential charges such as minibar use, room service, or damages—ensuring a smooth checkout experience.
- Car Rentals - Secure funds to cover things like damage, late returns, or additional mileage. This ensures you're protected while the vehicle is in use.
- Equipment Rentals - Pre-authorise payments to safeguard against potential loss or damage to rented items.
How do I set up Pre-authorisation on my Teya card machine?
By default, Pre-authorisation is turned on for all eligible businesses using Teya card machines and cannot be turned off.
How do I create a new Pre-authorisation payment on my Teya card machine?
To create a new Pre-authorisation payment, follow these simple steps:
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Go to the main menu on your Teya card machine.
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Tap Pre-authorisation (this will appear in the menu if the feature is enabled).
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Tap New Pre-authorisation.
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Enter the amount to be pre-authorised.
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Tap Next to process the transaction.
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The customer can then tap, insert, or swipe their card to complete the pre-authorisation.
How do I capture a Pre-authorisation payment on my Teya card machine?
Once a payment has been pre-authorised, you can capture the funds when you're ready to complete the transaction. Here's how:
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Go to the main menu on your Teya card machine.
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Tap Pre-authorisation.
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Search for the payment you want to capture by either using the filter or asking the customer to tap their card to display their pre-authorised payment(s).
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Select the pre-authorised payment you want to capture.
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Tap Capture payment.
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Enter your Manager PIN to confirm the capture.
How do I void a Pre-authorisation payment on my Teya card machine?
To void a pre-authorised payment, please follow these steps. Note: Voiding is only possible on the same day the pre-authorisation was made.
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Go to the main menu on your card machine.
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Tap Pre-authorisation.
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Search for the transaction you want to void by using the filter or asking the customer to tap their card to display their pre-authorised payments.
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Select the pre-authorised payment you want to void.
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Tap Void payment.
How do I refund a Pre-authorisation payment on my Teya card machine?
To refund a pre-authorised payment, follow these steps. Note: refunding is only possible after the payment has been captured and is no longer on hold.
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Go to the main menu on your card machine.
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Tap Transactions and refunds.
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Search for the transaction you want to refund by using the filter or asking the customer to tap their card to display their payments.
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Select the payment you want to refund.
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Tap Issue refund.
How do I check the status of a Pre-authorisation payment on my Teya card machine?
If the Pre-Authorised Payment Is Still On Hold:
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Go to the main menu on your card machine.
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Tap Pre-authorisation.
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Search for the transaction by using the filter or asking the customer to tap their card to pull up their pre-authorised payments.
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Select the payment you want to check.
If you see “Payment authorised,” it means the payment is successfully processed and the amount is currently on hold.
If the Payment Has Been Captured, Voided, Refunded, or Expired:
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Go to the main menu on your card machine.
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Tap Transactions and refunds.
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Search for the transaction by using the filter or asking the customer to tap their card to pull up their payments.
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Select the payment you want to check.
Status meanings:
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Payment expired: The pre-authorised payment has expired and can no longer be captured.
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Payment void: The pre-authorised payment was voided and the funds have been returned to the customer.
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Payment approved: The pre-authorised payment has been captured and will be settled into your bank account.
How do I print a Pre-authorisation receipt on my Teya card machine?
Follow these steps to print a receipt for a pre-authorised payment:
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Go to the main menu on your card machine.
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Tap Pre-authorisation.
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Tap New Pre-authorisation.
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Enter the amount.
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Tap Next.
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Customer taps, inserts, or swipes their card.
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Select Customer receipt or Merchant receipt.
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The receipt will print automatically.
Pre-authorisation FAQs
- What is Pre-authorisation?
Pre-authorisation lets you hold funds on a customer’s card to be captured later. The hold lasts until you capture, void, or it expires. It’s useful when the final amount is uncertain. - Who can use Pre-authorisation?
Eligible businesses include hotels, car rentals, and equipment rentals, which often need to verify funds or hold collateral. - Are there any fees?
No, Pre-authorisation fees are the same as regular transactions. - Can I cancel a Pre-authorisation?
Yes, you can void it, especially if the final amount changes significantly. - When is the money transferred?
Funds are transferred once you capture the payment after providing goods or services. The money typically arrives the next business day. - What happens if I don’t capture before expiry?
If the hold expires without capture, the funds are released back to the customer. - How long does a Pre-authorisation last?
Duration varies by business type, card scheme, and card type—usually between 1 and 30 days. You can check the expiry date in the transaction details on your card machine. - Can I extend a Pre-authorisation?
No, once expired, a new Pre-authorisation must be made. - Can I capture more than the held amount?
No, you can only capture the same or less than the pre-authorised amount. - Which cards are accepted for Pre-authorisation?
Currently, Mastercard and Visa are supported. - Is there a minimum amount for Pre-authorisation?
No minimum amount is required. - Should I inform customers about Pre-authorisation?
Yes, it helps avoid confusion and maintains transparency. - What’s the difference between capturing a payment and authorisation?
Authorisation checks funds and holds them; capturing transfers the money and completes the payment. - How is Pre-authorisation different from a pre-payment?
A pre-payment charges the customer upfront, while Pre-authorisation only holds funds without charging.